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Version: Current

Troubleshooting: Incorrect Statement Balances

Problem​

When reviewing a supplier statement in Zudello, the Opening Balance, Closing Balance, or Statement Total displayed in the header section does not match the values shown on the original statement document image.

Common Causes​

  1. Extraction Errors: The primary cause. OCR or the extraction model failed to correctly identify and extract the balance figures from the statement document due to:
    • Unusual document layout or formatting.
    • Poor scan/image quality obscuring the numbers.
    • Keywords like "Opening Balance", "Balance Forward", "Closing Balance", "Amount Due" not being recognised correctly.
  2. Incorrect Field Mapping (AI Assistant - v2): If using the older AI Assistant mapping tool, the balance fields might be mapped to the wrong areas of the document template.
  3. Multiple Balances: The statement might contain multiple figures that could be interpreted as balances (e.g., current balance vs. balance overdue), and the extraction logic picked the wrong one.

Troubleshooting Steps​

  1. Compare with Document Image: Carefully compare the opening_balance, closing_balance, and total fields displayed in the Zudello statement header against the corresponding figures on the statement PDF/image.
  2. Manually Correct Balances:
    • Click Edit on the statement document.
    • Manually type the correct values from the document image into the opening_balance, closing_balance, and/or total fields in the header.
    • Click Save or Update.
  3. Review Mapping (AI Assistant - v2 Only): If using the AI Assistant, open the mapping for this supplier/template and verify that the balance fields are mapped correctly to the document layout. Adjust mapping if necessary and reprocess the document.
  4. Report Consistent Issues (LLM Pipeline - v3): If balance extraction is consistently incorrect for statements from a specific supplier using the newer LLM pipeline, report this to Zudello support with examples (Document UUIDs and original files). Staff may need to adjust the underlying extraction prompts.

Important Note: While incorrect balances should be noted and ideally corrected for completeness, they typically do not prevent the core reconciliation process (matching statement lines to Zudello transactions) from functioning. The primary focus of reconciliation is usually on the individual transaction lines.

Need Help?​

If you consistently experience issues with balance extraction, contact Zudello support, providing examples and original statement files.